Assistant Director Of Student & Academic Services (Hybrid Opportunity)

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university's largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description: Stanford's Physics Department is a teaching and research department in the School of Humanities and Sciences. For undergraduates, we offer Physics majors and minors with a variety of pathways. For graduate students, we offer a Physics Ph.D. program. The department has approximately 50 faculty members, over 200 graduate students, over 100 undergraduate students, over 60 postdocs, approximately 20 administrative staff and 10 teaching staff members. The department works closely with affiliated independent labs, including GLAM, KIPAC, Ginzton Lab, SLAC, and the Applied Physics Department. Website: https://physics.stanford.edu/

Position Summary: The Department of Physics is seeking an Assistant Director of Student & Academic Services to manage and oversee the graduate and undergraduate Physics programs. In addition, this position will help to support department postdoctoral fellows and visiting student researchers (VSRs). This position monitors degree progress and students on department funding and university policies and procedures for over 200 PhD students. This position manages the PhD candidacy and oral exams, milestone completion, and degree conferral for all Physics graduate students. Additionally, this position directly oversees the planning, organization, and execution of the three largest departmental events, New Student Orientation, Open house, and Commencement, in conjunction with the Applied Physics Department. This position also oversees and administers graduate financial aid including completing GFS entries for graduate students and postdocs. They are also responsible for overseeing the annual Graduate Aid budgeting process in GFPS and managing graduate aid in collaboration with the DFO. This position is also responsible for the graduate admissions process, working in close collaboration with faculty to matriculate, on average, 30-40 students annually.

As the Assistant Director of Student & Academic Services, this position holds a senior management role in the department, and serves as a strategic leader and thought partner, working closely with the DFO, department chair, and other faculty, to ensure seamless execution of student services administration in the department. This position manages a team of dynamic student services professionals and will help to guide their personal and professional growth. They will be responsible for ensuring the student services team's organizational structure is operating effectively and efficiently.

This position must be able to navigate sensitive and confidential information, and thus it is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to student and academic services (e.g. Stanford Graduate Workers Union).

This is a 100% FTE, continuing, exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. A cover letter and resume are required for consideration. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

• Plan, organize, and execute the three largest events in the Physics Department (Orientation, Open House, Commencement) in conjunction with the Applied Physics Department

• Manage the Physics PhD degree program including admissions, degree progress, and degree conferral

• Administer an area or program in student services, evaluate and recommend decisions on program eligibility. Review decisions recommended by other staff.

• Collaborate with others to help resolve program issues and concerns, interpret policies, and mediate complex and sensitive issues. May be tasked with evaluating and recommending program improvements.

• Resolve multi-dimensional matters in response to students in crisis, at risk, or who have other program issues, counsel students and parents on sensitive and confidential issues.

• Provide guidance and counsel, oversee and develop a wide range of programs and services, analyze effectiveness and make recommendations for future programs.

• Reconcile complex issues; analyze diverse transactions from multiple sources.

• Summarize data from multiple sources, prepare and manage reports and presentations.

• Identify and evaluate data needs, manage the implementation and development of technology.

• Develop and implement plans for outreach efforts, develop and maintain external community and university liaison represent department and university at meetings and events.

• Provide advice to students on a range of issues, including, but not limited to, academic progress, academic program policies, career plans, accessibility, community standards, etc., in order to guide them in making appropriate choices and decisions. May have to escalate issues to a senior advisor.

• Apprise students of research, fellowship and scholarship opportunities, make recommendations and oversee department selection of fellowship and grant nominees/recipients in conjunction with the Physics Director of Graduate Studies.

• Serve as a subject matter expert to students and other departments; represent unit/department.

• Manage graduate and postdoc funding in GFS, overseeing the entry process to ensure all entries are completed prior to quarterly deadlines.

• Oversee the Physics Student Services annual budget. Develop the departmental Graduate Aid budget in conjunction with the Physics Director of Finance and Operations and Department Chair using the GFPS system

• Direct the work of Physics Student Services staff.

• Lead, create and contribute to development of business practices and organizational change to improve processes and workflow.

• May oversee, analyze and assist in financial processes and development of budgets.

• Serve as a key member of a project team.

• May train and supervise other staff, volunteers and temporary workers.

• Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong communication skills to clearly and effectively communicate information to internal and external audiences, client groups, and management.

• Advanced analysis and problem solving skills.

• Advanced computer skills, including experience with Microsoft Office Suite.

• Advanced customer service skills.

• Relevant computer systems/technology experience.

• Understanding of financial transactions.

• Ability to ensure and apply compliance with legal, financial, and university policies and external regulations.

In addition, preferred requirements include:

• Previous Stanford experience

• Event planning experience

The expected pay range for this position is $69,100 to $112,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

• Discovery and fun. Stroll through historic sculptures, trails, and museums.

• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more

The job duties listed are typical examples of work performed by positions in this job classifications and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Additional Information

• Schedule: Full-time

• Job Code: 7502

• Employee Status: Regular

• Grade: H

• Requisition ID: 103461

• Work Arrangement : Hybrid Eligible